Sleepy Hollow Strand Theater Rehabilitation - Architecture and Design

1. Project Overview The Owner is soliciting proposals from qualified architectural firms to provide architectural and integrated engineering services for the rehabilitation and adaptive reuse of an existing commercial building located at: 80 Beekman Avenue, Sleepy Hollow, NY 10591 The scope includes comprehensive architectural design and coordinated engineering sufficient to support permitting, pricing, and construction of the project. The selected firm shall serve as Prime Consultant and shall be responsible for the coordination, completeness, and integration of all architectural and engineering disciplines, whether MEP design services are delivered through traditional or design-build pathways. The Project includes base building work (including an owner-operated space), and anticipated tenant improvement areas. 1.1 Base Building Scope The subject project consists of the renovation of an approximately ±10,000 square foot, two- story existing building. The property has spent significant time in vacancy, suffering water infiltration and stresses from repeated heat/cold cycles. The base scope of the rehabilitation will include the total rebuilding of base infrastructure systems such as HVAC, minor structural remediation, plumbing and electrical infrastructure, modern life safety systems, and the refactoring of accessibility and egress pathways. The second floor of the property, included in the base scope, will be designed as a flexible, multi-arts community hub. It will contain areas for artist studio spaces, coworking amenities, and a flexible event venue capable of hosting both private gatherings and public cultural programming. 1.2 Ground Floor Improvement Scope Final uses for the ground floor (5000sf) are still being finalized, but may include a small community movie theater, food & beverage establishment, community arts space, a small retail footprint, or a combination of those described uses. Architectural and engineering services shall include design and coordination of improvement work sufficient to support permitting, coordination, and construction. 2. Scope Intent and Goals The intent of this RFP is to select a design team capable of delivering a coordinated, code- compliant design while maintaining strict fee discipline under a Cost-Not-to-Exceed (CNTE) structure. The request for the proposal’s goals include: • Clear definition of scope, responsibility, and deliverables • Compliance with all applicable building, fire, accessibility, and energy codes, including the New York Stretch Energy Code • Sufficient design development to support permitting, pricing, and construction • Coordination across all disciplines to reduce change orders • Flexibility to refine programmatic and technical decisions during design without fee escalation • Accommodation of design–build delivery where appropriate and permitted by the Authority Having Jurisdiction (AHJ). 3. Scope of Services 3.1 Architectural Services Architectural services shall include, at minimum: • Verification of existing conditions • Space planning and test fits • Zoning, building code, and life-safety analysis • Accessibility compliance • Life Safety compliance • Schematic Design • Design Development • Retention of and Coordination with all engineering disciplines • Preparation of architectural drawings suitable for permit submission • Responses to AHJ plan review comments related to architectural scope • Construction administration, as defined in the proposal • The planning, specification, and coordination of all MEP systems, whether through prescriptive design or design-build 3.2 Energy Code & Sustainability Compliance The Prime Consultant shall be responsible for coordinating energy code compliance, including: • Compliance with the 2025 base energy code, and if required by the AHJ, the 2020 NYStretch Energy Code. • Selection of the appropriate compliance pathway for NY Forward program beyond 2025 base energy code (if required by the program). • Preparation of any required energy models, calculations, and/or documentation as needed per the selected compliance pathway • Integration of energy requirements into architectural and MEP design • Responses to AHJ comments related to energy compliance All energy code compliance services shall be included within the CNTE fee. 4. Existing Conditions and Assumptions The project involves an existing building with incomplete documentation of existing conditions. The design team shall anticipate conditions typical of buildings of similar age, construction, and deferred maintenance, including potential structural modifications and substantial replacement or upgrade of building systems. Reasonable refinements resulting from verified existing conditions shall be included within the base scope. 5. Program Flexibility Final programming, tenant layouts, and phasing strategies may evolve during the design process. The design team shall accommodate reasonable programmatic refinement during Schematic Design and Design Development without additional compensation, provided the overall project scope remains consistent with this RFP. 6. Deliverables The project architect team shall provide: • Schematic Design and Design Development drawing sets • Coordinated architectural and engineering design documentation • Permit submission drawings suitable for AHJ approval • Energy code compliance documentation • Digital deliverables (PDF and native file formats) • Design narratives and system descriptions appropriate for competitive bidding and construction 7. Fee Structure – Cost-Not-to-Exceed This engagement will be awarded as a Cost-Not-to-Exceed (CNTE) contract. Requirements: • A single CNTE fee covering all architectural and engineering services • CNTE fee to include all subconsultant costs • No additional compensation for coordination, revisions, or permit responses within the defined scope • Reimbursable expenses, if any, must be clearly identified and capped Fee Allocation Requirement Proposals shall include a single Cost-Not-to-Exceed fee covering all services, with a separate, clearly identified fee allocation for: 1. Base Building and owner-operated architectural and engineering services; and 2. Ground Floor architectural and engineering services, including coordination and permitting. The total Cost-Not-to-Exceed fee shall be the sum of the Base Building and Ground Floor Improvement allocations.Assumptions and Exclusions: All assumptions and exclusions must be explicitly stated. Any services not expressly excluded shall be deemed included in the CNTE fee. 8. Optional or Additional Services Optional or additional services may be proposed as separately priced alternates, including but not limited to: • Expanded construction administration • Design-build contractor coordination • Phased or early-release packages • Value engineering or cost estimating • Grant or agency coordination beyond standard permitting 9. Selection Criteria Proposals will be evaluated based on: • Relevant project experience • Appropriateness and completeness of proposed scope • Realism, transparency, and competitiveness of CNTE fee • Coordination strategy across disciplines • Schedule feasibility Lowest fee alone will not be the sole determining factor. 10. MWBE Participation Requirements This project is supported by funding from the New York Forward Program, which includes a Minority- and Women-Owned Business Enterprise (MWBE) participation goal of thirty percent (30%) of applicable project costs, in accordance with New York State requirements. The selected Contractor will be required to cooperate with the Owner’s efforts to achieve MWBE participation goals and to make good-faith efforts to solicit and utilize New York State– certified MWBE firms where feasible. MWBE participation may be achieved through utilization of certified MWBE subcontractors, suppliers, or other eligible participation consistent with program guidelines and the requirement that MWBE firms perform a commercially useful function. Proposers are encouraged to identify opportunities for participation by NYS-certified MWBE firms within their subcontracting and supply chains, including materials suppliers and other eligible goods and services. 11. Owner’s Rights The Owner reserves the right to: • Reject any or all proposals • Request clarifications or revisions • Negotiate scope and fee prior to award • Award the contract in the best interest of the project 12. Schedule Anticipated Project Schedule (Non-Binding) The following schedule is provided for planning purposes only and is intended to inform proposer staffing and availability. Final schedule will be refined in coordination with the selected firm. • RFP Issued: April 13, 2026 • Questions Due: April 20, 2026 (5:00 PM EST) • Responses to Questions Issued: April 22, 2026 • Proposals Due: April 29 (5:00 PM EST) • Interviews (if required): Week of May 4, 2026 • Selection / Notice to Proceed: May 11, 2026 Anticipated Design Schedule (Post-Award): • Schematic Design: 6-8 weeks, beginning Late June, 2026 • Design Development: 8-10 weeks following Schematic Design • Permit Submission: Following completion of Design Development • Construction Start (Anticipated): Late 2026 Proposers shall identify any schedule assumptions, constraints, or conflicts in their submission. 13. Proposal Submission Requirements Proposals shall include: • Firm profile and relevant experience • Description of proposed approach and understanding of the project • Identification of key personnel • List of engineering subconsultants • CNTE fee with breakdown by phase • Schedule assumptions • Explicit list of assumptions and exclusions • Proof of insurance 14. Submission Instructions Proposals shall be submitted electronically to: Louis Gruber [email protected] 610-554-8665 Minority / Women Business Enterprise contracting goals (MWBE) Total MWBE Goals: 30.00%